Front Office Medical Assistant

Job Title:

Front Office Medical Assistant

Job Description

The front office medical assistant plays a key role in creating a smooth, welcoming, and efficient experience for patients and visitors in a pediatric primary care clinic. This position supports both administrative and clinical operations by managing patient check-in and check-out, maintaining accurate documentation, and communicating proactively with patients, providers, and staff. The role combines strong customer service, attention to detail, and knowledge of medical office procedures to ensure high-quality patient care and efficient clinic operations.

Responsibilities

+ Greet patients and visitors in a friendly, professional manner and ensure they feel welcome upon arrival.

+ Check in patients by updating demographics, insurance information, primary care provider (PCP), and preferred pharmacy details in the system.

+ Organize and collect co-pays and outstanding balances, provide consent forms for signature, and distribute appropriate health questionnaires to patients.

+ Verify insurance eligibility using Batch Eligibility and on-demand tools, and contact patients regarding inactive insurance or incorrect PCP assignments.

+ Check out patients by collecting any additional balances, providing visit summaries, specialist referral details, and patient portal access information.

+ Schedule follow-up appointments and ensure patients receive all necessary forms and instructions before they leave.

+ Post patient charges and payments accurately and complete daily charge and payment reconciliation.

+ Discharge patients after appointments, confirming they understand follow-up instructions and any next steps in their care.

+ Scan and upload documents into the Document Management system to maintain complete and accurate patient records.

+ Sort and distribute incoming mail and documents delivered by courier to the appropriate staff or departments.

+ Maintain a clean, organized, and welcoming work area, including the front desk and patient waiting area.

+ Participate actively in staff meetings and educational sessions to support team collaboration and continuous improvement.

+ Support appointment scheduling and patient flow to help ensure timely and efficient care.

+ Assist with general patient care tasks within the scope of a medical assistant as needed, particularly in a pediatric setting.

Essential Skills

+ At least 1 year of experience working in a medical office setting.

+ MA diploma or Certified Medical Assistant (CMA) credential, or at least 3 years of medical assistant experience.

+ Strong customer service skills with the ability to interact professionally and compassionately with patients and families.

+ Knowledge of medical terminology.

+

Experience with insurance verification processes, including eligibility checks and PCP verification.

+ Ability to handle patient check-in and check-out, including collection of co-pays and balances and provision of forms and questionnaires.

+ Competence in posting patient charges and payments and completing daily reconciliation.

+ Ability to accurately update patient demographics, insurance, PCP, and pharmacy information.

+ Strong organizational skills with the ability to maintain a clean and orderly front office and waiting area.

+ Effective verbal and written communication skills to support proactive communication with patients and staff.

+ Comfort working in a pediatric healthcare environment and engaging with children and their families.

Additional

Skills & Qualifications

+ Bilingual English-Russian language skills preferred.

+ Medical assistant experience beyond the minimum requirements preferred.

+ Experience supporting a pediatric patient population preferred.

+ Familiarity with appointment scheduling in a medical office setting.

+ Experience working with electronic document management systems.

+ Ability to participate in ongoing training and educational sessions and apply new knowledge to daily work.

Work Environment

This role is 100% onsite in a pediatric primary care clinic, working closely with clinical and administrative staff in a fast-paced, patient-focused environment. The position follows a structured schedule:
Mondays…